Due to the novel coronavirus, the Board has decided to replace the regular annual meeting with a remote annual meeting. This will be a challenge but also an opportunity for the association to try new ways.
In order to manage a remote meeting, the Board proposes
- that all members must notify in advance register for the annual meeting by
Wednesday, March 25, 12 noon, Friday, March 27 at 13, - that counter-candidacies to the Nomination Committee's proposals must be received by the Nomination Committee by 12 noon on Wednesday, March 25,
- that questions to the Board of Directors and the auditors must be received by them no later than 12 noon on Friday, March 27,
- that all members who want to participate must connect on distance, no participation in our premises and
- the chair of the meeting has the possibility to adapt the rules of procedure to the situation.
Of course, the annual meeting always has the possibility to review it during its meeting.
How to pre-register has been announced in the newsletter that all members have received to their registered e-mail address on Sunday evening, March 22. If you have any questions about your membership, please contact in the first instance me********@**sl.se at the Federation.
The meeting will be conducted as a video conference (Zoom in) with the possibility to connect by calling in to the meeting. Technical support is mainly provided through the Facebook group RFSL Stockholm annual meeting.
Prepare for the annual meeting:
- Register for the annual meeting
- Download and test Zoom in with a friend
- Feel free to join the Facebook group RFSL Stockholm annual meeting
Scheme
The following dates apply during the 2020 AGM week.
Wednesday, March 25, 12 noon
Last date for registration for the annual meeting. Registration extended until Friday.
Last date for filing a counter-nomination for the nomination committee.
Wednesday, March 25 at 19:00
Welcome to the remote pre-meeting where you can try our video conferencing technology (Zoom in) and meet other members.
The meeting lasts about 1 hour.
Friday, March 27, 12 noon
Deadline for submission of questions to the Board of Directors and the auditors.
Friday, March 27, 13:00
Last date to register for the annual meeting. Please use the personal invitation you have received by e-mail in the first instance.
If you have not received the e-mail with instructions on how to register for the Annual Meeting, please send an e-mail as soon as possible to st******@************sl.se med:
- Your full name
- Mobile phone number
- Member number
Saturday, March 28, 12 noon
The remote meeting on Zoom opens. Those of you who have registered will receive instructions on how to connect.
Saturday, March 28, 13:00
Annual meeting according to summons.
Documents to the annual meeting.
I do not have a personal invitation to the annual meeting
If you have not received the e-mail with instructions on how to register for the Annual Meeting, please send an e-mail as soon as possible to st******@************sl.se med:
- Your full name
- Mobile phone number
- Member number
Do I have to use Facebook?
No, you just need to join our Facebook group RFSL Stockholm Annual Meeting if you want help with technology.
How do I connect using the Zoom app?
You need to install an app from Zoom in. It is available for desktop, mobile and tablets. Choose the one that suits you best. Then use the link in the email you receive to start the meeting.
How do I connect using a web browser?
You can join the meeting using a browser on your computer. Use the link provided with the invitation but cancel when the browser asks you to download the app. Then click join from your browser.
It doesn't require any installation, but you won't get all the features. It's easiest if you use Chrome. If you use Safari, you also have to dial in for sound.
How do I connect with my mobile?
In the invitation, there are ready-made links for mobile. Click the link directly in the email.
Otherwise, you can call the phone numbers provided and then dial the meeting code and password to get through.
You can use *9 to raise your hand.
Why don't we move the meeting?
We in the board of RFSL Stockholm have taken a joint decision to hold a digital annual meeting. We have made this decision as we believe it is best for our members, employees at the office and ourselves. We have considered moving the meeting, but quickly concluded that it is not an option. We simply have no idea how long we will be in the current situation and must ensure that the association has a board elected by the members after 31/3 (the statutes § 5.2). This is essential in dealing with our bank and our donors.
Is a remote meeting safe?
As with a physical annual meeting, measures are taken to check and guarantee that those attending are members. For example, we restrict access to information to members only and participants will need to be approved before being admitted to the digital meeting. It is for the same reason that we ask for pre-registration, to ensure that we only have members in the meeting.
Just like at a physical annual meeting, all decisions are documented in the minutes, which is the document we create together and thus has full legitimacy. The annual meeting will also be recorded and thus we create another layer of documentation.
Just like a physical annual meeting, we do everything possible to make it accessible. When choosing the platform for the digital meeting, we have placed great emphasis on accessibility, so it will be possible to participate in the meeting via computer, smartphone or ordinary phone call. However, we would prefer that as many people as possible connect via computer or app on the phone, as it will make it easier for all of us. As usual, we will be available and support those who need help to participate in the meeting.
